Business Services Specialist

2 months ago

Jakarta, Indonesia Mubadala Energy Full time

**Business Services Specialist**:
**(Third Party Contractor)**:
**Jakarta, Indonesia***:
**Role Purpose**:
To initiate and manage all contracts related to the office relocation project in Jakarta, include contracts for travel agents, land transportation, and storage vendors and overseeing ongoing operations. Also require strong project management skills, contract negotiation expertise, and effective communication with all relevant stakeholders to ensure seamless project execution and daily operational support.

**Responsibilities include but are not limited to the following**:

- Initiate, develop, negotiate, and manage all contracts related to the project, including but not limited to the contracts for relocation service provider, renovations, IT infrastructure setup, space planning, facility contractors, cleaning services, travel agents, land transportation providers, storage, security, maintenance provider, and others as required.
- Ensure all contracts comply with legal and company standards by work closely with procurement and legal teams to finalize agreements.
- Maintain contractor relationships and ensure that contractual obligations are met within the agreed timelines and budgets.
- Negotiate and finalize contracts with transport providers for the company land transportation services and ensure that land transportation services are delivered cost-effectively and efficiently, consulting on improvements where necessary.
- Oversee business travel arrangements for employees, ensuring that travel services are aligned with organizational policies and are conducted efficiently.
- Manage storage contracts and ensure the efficient organization, security, and accessibility of stored items, making improvements where necessary to align with organizational needs and best practices.
- Assist in managing contracts for photocopy machines, ensuring the smooth operation and timely maintenance of equipment.
- Provide input and support in managing contracts with cleaning service providers, ensuring adequate staffing, service schedules, and compliance with agreed standards.
- Monitor expenses, negotiate terms, and ensure cost-efficiency in all service contracts.
- Ensure project timelines, milestones, and deliverables are met, and oversee the management of vendors involved in the project.
- Identify opportunities for improvement in the process based on best practices to enhance efficiency and effectiveness.
- Support in managing ongoing operations post-relocation, ensuring that the facilities remain operational and well-maintained based on current and best practices.
- Regularly assess cleaning service performance to identify areas for improvement and implement best practices.
- Collaborate on budget planning for the relocation, transportation, storage, and facilities management, ensuring that resource allocation is aligned with best practices and organizational needs.
- Update internal stakeholders on project progress, highlighting areas for improvement and best practice implementation.
- Support in identifying potential risks and challenges during the relocation process, proposing solutions that align with best practices to ensure timely resolution of issues.
- Ensure any issues are addressed efficiently, working with vendors and other teams to maintain continuity in services and operations.
- Shall comply with all Company HSSE Policy, Standards, and Procedures.
- Demonstrate HSSE commitment in any activities starting from an initial plan until the completions, becoming role model, and actively participate in any Company HSSE initiatives Responsible for working safely and environmentally manners.

**Qualifications include but are not limited to the following**:

- Min. bachelor's degree in any field.
- Proven working experience in contract management, general affairs, facility management, business support, office relocation, managing large-scale facility transition, transportation logistics/ facility operations, vendor and contract management.
- Strong project management and interpersonal skills
- Excellent negotiation and contract management abilities.
- Ability to work independently and manage multiple tasks simultaneously.
- Familiarity with office and facility safety standards and compliance.
- Certification in project management (e.g.: PMP) or facility management (e.g.: IFMA).
- Proficient in the use of Microsoft Office (Word, Excel, and Outlook)
- Effective communication skills in English (oral and written).

Position is for Indonesian passport holder only. Applications will close on 31 October 2024.

**DISCLAIMER**:

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